Payroll: Add Extra Pay Rules to Payroll Schemes

Extra pay rules add premium or additional pay on top of base pay. Examples include travel pay, per diem, holiday pay, and pay for working in a specific environment or on a specific task. You build extra pay rules using payroll sources, such as crew change records, timesheet entries, or time off requests, and set conditions to control when each rule applies. For more about how rules are organized and how payroll sources work, see "Payroll: Structure of a Payroll Scheme."

Unlike rate rules, multiple extra pay rules can trigger from the same record. For example, if a single timesheet matches the conditions of three different extra pay rules, all three rules trigger. This means the order of rules in the Extra Pay section doesn't matter.

Before You Begin

Before you set up your extra pay rules, make sure you have the following in place:

• Set up your earning codes. Learn how in the "Payroll: Set Up Earning Codes" article.
• Set up your payroll classes, with rates applied to each earning code configured for the class. Learn how in the "Payroll: Set Up Payroll Classes" article.
• Make sure each crew member has a payroll class on their profile.
• Set up the payroll scheme you'll be adding the rule to. Learn how in the "Payroll: Set Up Payroll Schemes" article.
• (Optional) If you plan to use cost center mappings on the Export Accounting Code(s) effect, set up your cost centers.

Payroll Sources for Extra Pay Rules

Extra pay rules use one of the following payroll sources. The payroll source you select determines which fields and values are available when you configure the rule's conditions, and which effects are available in its output. Select the payroll source by clicking its tab when you're configuring the rule.

• Work Period: A payroll source from the old version of our Crew Scheduling module. Still available temporarily for customers who haven't yet transitioned to the new version. It will not create functional rules for any other users.
• Crew Change: Crew change records, whether created through the schedule or as a manual entry. Useful for additional pay tied to time on the vessel, such as per diem. Requires the new version of our Crew Scheduling module.
• Timesheet: Time logged in the timesheet. Best for premium pay tied to specific tasks or conditions, such as travel time, maintenance duty, or work in a specific port. Requires the Timesheets module.
• Time Off: Approved time off requests, such as vacation, sick days, or bereavement.
• Date: A specific date or set of dates. Most commonly used for statutory holidays. The Date payroll source also supports a max rate function that compares rates across a single day.
• Payroll Period: The payroll period itself. Use for period-based premiums or one-time additional pay.

Adding an Extra Pay Rule

When you build an extra pay rule, you'll see the payroll source tabs along the top of the rule, the conditions on the left, and the effects on the right. For more about conditions and effects, see "Payroll: Structure of a Payroll Scheme."

To add an extra pay rule

1. On the Setup > Payroll > Payroll Schemes tab, select the payroll scheme you want to modify, then click Edit.
2. Add the rule:
   • If the Extra Pay section has no rules yet, click Add Extra Pay.
   • If the Extra Pay section already has rules, click the Add icon (+) in the sub-group where you want to add the rule. You may need to scroll down to see the rule you just added. For more about groups and sub-groups, see "Payroll: Structure of a Payroll Scheme."
3. (Optional) Under Effective at the top of the group, enter a start or end date or both. Effective dates apply to all rules in the group.
4. Along the top of the rule, select the payroll source you want to use.
5. On the left side of the rule, click Add Condition, then choose a field, an operator, and a value.
6. (Optional) To add another condition, repeat Step 5.
7. On the right side of the rule, configure the effects:
   • Payroll Class Source: Select the source of the payroll class to use. The options that display depend on the payroll source you selected.
   • Earning Code: Select the earning code that should apply to any pay triggered by this rule.
   • Rate: Keep Use earning code selected to use the rate from the earning code on the crew member's payroll class, or clear it to enter a rate or formula manually.
   • Quantity: Keep Use earning code selected to use the quantity from the earning code, or clear it and select one of the following. Available options vary by payroll source.
     • Amount: The rate will be multiplied by the work period amount. Available only with the Work Period payroll source, which applies to customers on the old version of our Crew Scheduling module.
     • Daily: The rate will be multiplied by the number of days in the record.
     • Flat: Any record that triggers this rule will receive the rate indicated above.
     • Formula: The rate will be multiplied by the result of a numeric expression. Enter the expression in the formula field, then use Quantity Formula Values to bind any variable names in your expression to payroll source fields.
     • Hourly (Exact): The rate will be calculated using the precise number of recorded hours.
     • Hourly (Rounded): The rate will be calculated using the rounded total of recorded hours.
     • Percentage: The rule pays a percentage on top of an existing pay line generated by an earlier rule on the same record. Selecting Percentage changes other fields in the effects panel; see the note below.
   • Description: Enter text that will appear on the Payroll Details tab and in any reports or exported payroll data.
8. (Optional) To map cost centers to accounting codes for export to an external accounting or payroll system:
   1. Click Show all effects (if it isn't already expanded).
   2. Under Export Accounting Code(s), click Add Export Accounting Code.
   3. Select a Cost Center and enter the Export Accounting Code to use when the payroll source matches that cost center.
   4. Repeat the previous two steps for each additional mapping you want to add.
   5. (Optional) In Default Export Accounting Code, enter the code to use when the payroll source's cost center doesn't match any of the mappings above.
9. (Optional) To flag the pay as exceptional, click Show all effects (if it isn't already expanded), then select the Exceptional Pay checkbox. Exceptional pay is marked on the Payroll Details tab, where it can be used as a filter to view only the records this rule generates. This is a label only and has no effect on the calculation.

   NoteCost center mappings only apply when the payroll source has a cost center set. The Work Period, Crew Change, Timesheet, and Time Off payroll sources have a cost center field; the Date, Payroll Period, and Transaction Line payroll sources don't. Mappings configured on rules built against payroll sources without a cost center field won't trigger.

10. Click the checkmark (√) button on the rule to confirm the rule.
11. Click Save Changes to save the payroll scheme.

Example

The following example shows a common pattern for extra pay rules.

A Sunday premium for engineers

This rule pays Engineer 1 crew members extra on Sundays, with a quantity calculated by a formula. Two conditions filter the rule: Person: Payroll Class is Engineer 1, and Date: Date on Sunday. The Quantity is set to Formula, and the expression (CrewChangeHours)*2 doubles the bound variable. CrewChangeHours is bound under Quantity Formula Values to the Date: Crew Change Hours (Exact) field.